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IPOM IIS Requirements

Chapter three of the 2008-2012 Immunization Program Operations Manual (IPOM) describes the goals and objectives for the IIS. A consolidated list of IIS-related required and recommended activities described throughout the IPOM is available as a resource for Grantees. See 2008-2012 IPOM IIS and IIS-related Program Activities [71 KB, 3 pages] to access the table.

Contracting Options via Federal Direct Assistance Grant Funds

Goals for Contracting

To facilitate the development of Immunization Information Systems (IIS).

To assist immunization Grantees with efficient and timely procurement of goods and services.

To provide immunization Grantees with reliable alternative sources for needed products and services.

Managing Direct Assistance

CDC is authorized to use personnel, equipment, facilities, and other physical resources of the Agency and to permit appropriate entities and individuals to use the physical resources, if requested, to provide technical assistance and advice for the successful completion of grants and cooperative agreements. The authority within the PHS Act to provide Direct Assistance (DA) is set forth in Sections 308 in support of grants and contracts made under:

Section 1507 in support of grants under Section 1501 of Title 15, Preventive Health Measures with Respect to Breast and Cervical Cancers;

Section 1903 from amounts allotted under Section 1902, other than 1902(d) of Title 19, Block Grants

Authority to provide DA is limited to those programs funded under legislative authorities. Direct assistance is provided in lieu of cash and is primarily used to support payroll and travel expenses of Federal employees detailed to recipients of grants and cooperative agreements and other CDC established mechanisms. To a lesser extent, DA has been used to purchase equipment and to provide other types of supplies. Most recently, DA has been used as a way for grantees to access various CDC established contracts and or interagency agreements. An immunization grantee may use Direct assistance to contract for immunization registry related products and services.

Costs incurred to support direct assistance activities are to be recorded in the current FY only and any unused balances may be converted to financial assistance prior to July 1 of the current fiscal year. Direct Assistance is to be used within the budget period it is appropriated and is no longer subject to the carryover rule. Unused DA balances that are not converted to FA will not be available after the end of the fiscal year in which their use was authorized and recorded. Therefore, it is important to manage and monitor the DA obligations. They should be tracked just as any other type of obligation and compared to what is on the Notice of Grant Award.

If all of the DA has not been or will not be used/consumed by the recipient, the GMO will generate a letter to the recipient notifying them that approximately 120 days remain in the fiscal year, that their DA must be used/consumed before the end of the fiscal year, and request a copy of their planned disposition of the remaining DA within the following 10 to 15 days. DA can be converted to FA using the approval procedures outlined in the Procurement Acquisition memo.

Program Officials and Budget Analysts will need to ensure that costs incurred to support direct assistance activities are properly projected and reserved for each award.

Products and Services

Services include, but are not limited to, the following:

Software design

System installation

Programming services

System Administration

Data Entry

Training

Studies

Needs assessments

Implementation Plans

Cost/benefit analysis

Products that may be obtained through contracts include the following:

IIS software

Software maintenance and upgrades

Computer hardware and software

Procurement Overview

Phase I Strategic Planning and Consultation

Identify and discuss the grantee’s procurement request and available funding

Determine if proposed project is IT, and/or IIS-specific

Discuss acquisition strategy – contract type, period of performance, lead time, resources

Delegate responsibility of serving as the Contracting Officer Technical Representative (COTR) for the life span of the task order

Serve as COTR/technical representative of the contracting officer in the administration of the task order

COTR duties include:

Providing technical direction and guidance as necessary with respect to the performance of work under the task order.

Controlling all government technical interfaces with the vendor.

Promptly furnishing documentation on any requests for change, deviation or waiver, whether generated by the government or the vendor, to the contracting officer for placement in the contract/task order file.

Reviewing contractor invoices for the task order.

In the event of contractor delay or failure to perform, determine the cause, and make recommendations for appropriate corrective and/or prevention measures to the contracting officer.

Periodically check contractor performance to ensure that the individual contractor employees are of the skill levels required and are actually performing at the levels charged during the period covered. Request assistance from the contracting officer, if necessary.

Resolve contract non-performance issues related to deliverables, non-performance of vendor or contract employee, out of scope requirements or tasks.

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